This role supports the Human Development (HD) team by managing various administrative tasks across the employee lifecycle, including recruitment, onboarding, contract administration, records management, and separation processes. The successful candidate will ensure smooth and timely execution of HD functions and support the overall operations of the Centre.
Duties and Responsibilities
Recruitment and Orientation:
- Advertising & placement – upload approved adverts onto the CIFOR-ICRAF recruitment platform.
- Download applications arranging them in an easier way for longlisting. Proposed at least 20 applications as the initial longlist for SHDO review.
- Track and update the recruitment tracker of the recruitment process to ensure real-time overview of the recruitment process.
- Assist in preparation of interview documents, sending invitations and providing for all logistical requirements to ensure the smooth running of interviews.
On boarding of new staff:
- Liaise with the relevant unit administrator to ensure that the staff has been assigned all the relevant equipment and access before the reporting date i.e., Office space, ICT equipment and email account, access, ID card, etc.
- Coordinate logistics for orientation program.
- Create and share orientation link and calendar to the new staff and presenters.
- Follow up with the new staff to confirm that the orientation is going as scheduled.
Contract Management:
- Assist in drafting contracts for new staff in line with the respective job category and remuneration for review.
- Prepare, compile & dispatch documents, correspondence, reports.
- Support preparation of Visa letters.
- Contribute to compiling reports on contracts renewals and pending contracts for submission as required.
- Support the payroll process by providing monthly contract renewals, contract changes taking effect, new staff enrolment forms and separation documents.
- Remind teams on contract expiry dates and ensuring that all documentation is provided for fully approved.
- Assist in providing a monthly report on contracts renewals and pending contracts.
- Process staff badges for staff at appointment and contract renewal.
Records Management:
- Scanning of prepared documents and sharing with other HD staff/filling.
- Work closely and support SHDO to ensure end to end completion of document processing.
- Follow up with new staff for enrolment documentation.
- Ensure contract renewals, letters of appointment and enrolment documents are filed and electronic copies shared with both C&B, and HD data teams.
- Update staff files for all new recruits and ensure completeness of staff files.
- Create staff files and ensure all recruitment documentation is properly filed e.g., VAF, other candidate CVs & PHFs.
- Assist in compiling documents on audit process.
Probation and Separation:
- Act as the liaison responsible for sending probation forms to respective supervisors and follow –up for completion of forms.
- Send out periodic reminders to supervisors regarding probation evaluations of new staff.
- Support preparation of confirmation letters and send to staff upon completion of probation period.
- Assist in following up on extension of probations and termination of service during probation, where applicable.
- Prepare confirmation letters and send to staff upon completion of probation period.
- Follow-up on extension of probations and termination of service during probation, where applicable.
- Scanning of prepared documents and sharing with other HD staff/filling.
- Draft Resignation Acceptance letters for review.
- Share signed acceptance letters with C&B for processing clearance documents and data team for updating OCS.
Other Responsibilities:
- Identify and mitigate potential risks within your work area.
- Take reasonable care of own occupational health and safety and that of others as obliged by CIFOR-ICRAF’s Occupational Health and Safety Policy and cooperate with CIFOR-ICRAF in complying with requirements under any statutory health and safety provisions of relevant Country laws.
- CIFOR-ICRAF is committed to ensuring the safety, wellbeing, and dignity of children, adults at risk, staff, consultants, interns, board members and stakeholders. Safeguarding and risk management measures protect these individuals from harm, abuse, neglect, or exploitation.
- Where a concern arises, CIFOR-ICRAF reserves the right to take appropriate action to safeguard individuals and mitigate risks. All information provided will be treated confidentially and in line with CIFOR-ICRAF safeguarding and risk management policies.
Requirements
- Bachelor’s degree in human resource management.
- At least two years’ experience in a similar role. NGO experience is an added advantage.
- Excellent organization skills required.
- Excellent inter-personal and communication skills.
- Ability to coordinate, prioritize, and organize workload.
- Ability to meet deadline.
- Ability to work under pressure with minimal supervision.
- Ability to work in cross-cultural and multi-disciplinary environments.
- Adapts to change.
- Ability to articulate achievements and hold timely performance conversations.
- Works with supervisor to achieve agreed career and training and development goals.
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